APA format is the most widely used academic writing style in the United States and is standard across psychology, education, social sciences, nursing and business programmes worldwide. Getting APA right — from the title page to the reference list — directly affects your grade. This complete guide covers every APA 7th edition requirement, with clear examples for every citation type.
📋 Table of Contents
What Is APA Format?
APA stands for American Psychological Association. The APA Publication Manual sets out rules for formatting academic papers, structuring arguments and citing sources. The current edition is the 7th (published 2020). APA is the default referencing style for psychology, education, social sciences, nursing, criminology and many business programmes — particularly in the US, Canada and Australia.
Page Formatting Rules
| Element | APA 7th Edition Rule |
|---|---|
| Font | Times New Roman 12pt, Calibri 11pt, Arial 11pt or Georgia 11pt |
| Margins | 1 inch (2.54 cm) on all sides |
| Line spacing | Double-spaced throughout — including reference list |
| Paragraph indent | 0.5 inch (1.27 cm) first line of every paragraph |
| Alignment | Left-aligned (not justified) |
| Page numbers | Top right of every page, including title page |
| Running head | Not required for student papers (7th ed.) — check your institution |
Title Page
Every APA essay requires a title page. For student papers (the most common format), the title page should include:
[3-4 blank lines]
Title of Your Essay in Title Case Bold
Your Full Name
Department of [Subject], University Name
Course Code: Course Name
Instructor Name
Due Date (e.g. August 15, 2026)
💡 Note: APA 7th edition removed the running head requirement for student papers. However, some professors and institutions still require it — always check your assignment brief.
Abstract
An abstract is a brief summary of your essay, typically 150–250 words. Not all APA essays require an abstract — check your assignment brief. If required, the abstract appears on page 2, after the title page. Format:
- Centred bold heading: Abstract
- No paragraph indent on the first line
- 150–250 words summarising your topic, method, results and conclusions
- Optional keywords line below: Keywords: [italicised], then plain text keywords
Headings and Structure
APA uses five levels of headings to organise your essay. For most undergraduate essays, you will only need Levels 1 and 2:
| Level | Format | Example |
|---|---|---|
| 1 | Centred, Bold, Title Case | Literature Review |
| 2 | Left-aligned, Bold, Title Case | Cognitive Behavioural Therapy |
| 3 | Left-aligned, Bold, Italic, Title Case | Early Intervention Studies |
| 4 | Indented, Bold, Title Case, ends with period. | Sample characteristics. Text continues... |
| 5 | Indented, Bold, Italic, Title Case, ends with period. | Exclusion criteria. Text continues... |
In-Text Citations (APA 7th Edition)
APA uses the author-date citation system. Every claim from an outside source requires an in-text citation. Key rules:
One author
Smith (2022) found that stress significantly impairs working memory.
Two authors
— Always use "&" inside parentheses, "and" in running text
Three or more authors
— Use "et al." from the first citation for 3+ authors
Direct quotation
No author
💡 APA 7th vs 6th: In APA 6th edition, three to five authors were cited in full on the first mention. APA 7th edition now uses "et al." for all sources with three or more authors from the very first citation.
Reference List
The reference list appears at the end of your essay on a new page. Key formatting rules:
- Centred bold heading: References
- Double-spaced, no extra space between entries
- Hanging indent — first line flush left, subsequent lines indented 0.5 inch
- Alphabetical order by first author's surname
- All sources cited in-text must appear in the reference list and vice versa
Reference List Examples
Journal article
Book
Book chapter
Website
No author, no date
Common APA Mistakes to Avoid
- Using APA 6th edition rules — running head, six-author threshold and other rules changed in the 7th edition
- Forgetting the DOI — always include the DOI for journal articles where available
- Incorrect author format — APA uses Last, F. M. format (surname, then initials) not full first names
- Missing page numbers on direct quotes — every direct quotation requires a page number (p. 47) or paragraph number (para. 3)
- Italicising incorrectly — italicise journal titles and volume numbers; do not italicise issue numbers
- Alphabetising incorrectly — alphabetise by surname, then by year for same author; then by title
- No hanging indent — the hanging indent is a specific APA requirement, not optional
- Citing sources not in the reference list — every in-text citation must have a corresponding reference list entry
FAQs
What is the difference between APA 6th and 7th edition?
The main changes in APA 7th edition include: running heads are no longer required for student papers; "et al." is used for three or more authors from the first citation (was five or more in 6th); the publisher location is no longer required for books; DOIs are formatted as hyperlinks; and bias-free language guidelines were expanded. Always confirm which edition your institution requires.
Does APA require a title page for every essay?
Yes — APA format requires a title page for all papers. Student papers follow a simplified title page format (no running head required in 7th edition). Always check whether your instructor requires the student or professional paper format.
How do I cite a source with no author in APA?
Use the title of the article or webpage in place of the author. For in-text citations, use a shortened version of the title in quotation marks: ("Mental Health Statistics," 2023). In the reference list, alphabetise by the first significant word of the title.
Do I need to include a retrieval date for websites in APA 7th?
Only include a retrieval date for web pages that change frequently — such as wikis, social media posts or pages without a publication date. For most websites with a clear publication or update date, no retrieval date is needed.
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